Contract Extension Email Sample: How to Request and Negotiate a Contract Extension
A contract extension can occur anytime during the course of a contract, but it’s most often done near the end of the original term. Contracts are often extended for a variety of reasons, such as to complete a project, to provide additional time for negotiations, or to allow for a change in circumstances.
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Structure for Contract Extension Email
Crafting a well-structured contract extension email is crucial to ensuring clarity and professionalism. Here’s a recommended structure to follow:
- Subject Line: Keep it concise and informative, e.g., “Contract Extension for [Employee Name].”
- Salutation: Address the recipient formally, e.g., “Dear [Employee Name].”
- Introduction: State the purpose of the email, e.g., “I am writing to offer you a contract extension.”.
- Contract Details: Provide the specific details of the extension, including:
- New contract start and end dates
- Any changes to terms or conditions
- Compensation, if applicable
- Reason for Extension: Briefly explain the rationale for offering the extension, e.g., to recognize the employee’s contributions or to extend a project.
- Request for Response: Ask the employee to review the details and indicate their acceptance or request for clarification.
- Next Steps: Outline the next steps, e.g., signing the contract or scheduling a meeting to discuss further.
- Closing: Thank the employee for their time and consideration.
| Subject Line: | Contract Extension for John Doe |
|---|---|
| Salutation: | Dear John, |
| Body: |
I am pleased to offer you a contract extension for your position as Senior Software Engineer. Your new contract will commence on July 1, 2023, and end on June 30, 2024. Your annual salary will remain unchanged at $100,000. We have also agreed to add a one-time bonus of $5,000. This extension is being offered in recognition of your exceptional contributions to the team and your unwavering commitment to the company. Please review the attached contract and let me know if you have any questions. I would appreciate your acceptance by the end of the week. Thank you for your continued dedication to our organization. |
| Closing: | Sincerely, Jane Smith HR Manager XYZ Corporation |
Contract Extension Email Examples
Extension Due to Project Completion Delay
Dear [Employee Name],
I hope this email finds you well. We are writing to inform you that we have decided to extend your contract until [New End Date].
As you are aware, the [Project Name] project has faced [Reason for Delay]. Due to this unforeseen delay, we believe it is necessary to extend your contract to ensure the successful completion of the project.
We appreciate your hard work and dedication to the project. We are confident that you will continue to play a vital role in delivering a successful outcome.
Extension Due to Business Growth
Dear [Employee Name],
I hope this email finds you well. I am pleased to inform you that we have decided to extend your contract until [New End Date].
The company has experienced significant growth in recent months, and we believe that your skills and experience are essential to our continued success.
In your extended role, you will be expected to [Responsibilities]. We are confident that you will rise to this challenge and continue to make a valuable contribution to our team.
Extension Due to Employee Request
Dear [Employee Name],
I hope this email finds you well. I am writing to confirm that we have approved your request to extend your contract until [New End Date].
We value your contribution to the team and are happy to accommodate your request for an extension.
Please note that your new end date will be reflected in your updated employment contract. If you have any questions or concerns, please do not hesitate to contact me.
Extension Due to Key Skill Retention
Dear [Employee Name],
I hope this email finds you well. I am writing to extend your contract until [New End Date].
Your skills and expertise in [Key Skills] are critical to our operations. We believe that retaining you is essential for the continued success of the company.
We appreciate your hard work and dedication, and we are excited to have you continue as a valuable member of our team.
Extension Due to Temporary Leave
Dear [Employee Name],
I hope this email finds you well. I am writing to confirm the extension of your contract until [New End Date].
We understand that you have been on leave since [Start Date]. We have agreed to extend your contract to accommodate your leave and ensure a smooth transition upon your return.
We look forward to your return and continued contributions to the company.
Extension Due to Performance Improvement
Dear [Employee Name],
I hope this email finds you well. I am writing to extend your contract until [New End Date].
We have noticed significant improvement in your performance since our last performance review. We believe that you have the potential to become a valuable asset to the company.
In order to support your continued development, we have extended your contract to provide you with additional time to develop your skills and knowledge.
Extension Due to Special Project
Dear [Employee Name],
I hope this email finds you well. I am writing to extend your contract until [New End Date].
The company has embarked on a special project that requires your unique skills and expertise.
We believe that your contributions to this project will be invaluable, and we are excited to have you on board.
How to Write an Effective Contract Extension Email?
A well-written contract extension email clearly communicates the terms of the extension, ensuring both parties are on the same page. To craft an effective email, consider the following elements:
- Subject Line: Clearly state the purpose of the email, such as “Contract Extension for [Project Name].”
- Introduction: Start by addressing the recipient and providing a brief overview of the project and the existing contract.
- Extension Details: Specify the new end date of the contract, any changes to the scope or deliverables, and any financial implications.
- Call to Action: Request the recipient’s confirmation or signature on the revised contract.
- Contact Information: Provide your contact information for any further questions or clarifications.
What Should be Included in a Contract Extension Email?
A contract extension email should include the following essential elements:
- Original Contract Reference: State the reference number or name of the original contract.
- Justification for Extension: Briefly explain the reasons for requesting the contract extension.
- Revised Timeline: Clearly indicate the proposed new end date and any milestones or deliverables affected by the extension.
- Financial Implications: Specify any changes to the payment terms, fees, or budgets due to the extension.
- Legal Disclaimer: Include a statement that the email constitutes a binding amendment to the original contract.
When Should a Contract Extension Email be Sent?
The appropriate time to send a contract extension email depends on the project or agreement. Generally, it’s best to send it:
- Before the Original Contract Expires: Ideally, the email should be sent with sufficient time to allow for negotiation and approval before the contract’s end date.
- When Changes Arise: If unexpected circumstances or delays occur, an email can be sent to request an extension to accommodate these changes.
- For Extended Maintenance or Support: To extend the duration of maintenance or support services beyond the original contract period.
- To Address Uncertainties: In cases of ambiguity or potential delays, an extension email can provide clarification and prevent misunderstandings.
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